Toolbox #2
Implementation

Why do the toolbox?
These tools are based upon the rich experiences of people and organizations that have used
the Ushahidi instance. The following toolboxes are crucial to your success!
Checklist
 TOOLBOX 1- SELF ASSESSMENT
 TOOLBOX 2- IMPLEMENTATION
✔
 TOOLBOX 3 - USING YOUR INFORMATION

Toolbox #2
Implementation
This toolbox will help you implement your project using the Ushahidi/Crowdmap instance :
• Review of your work from Toolbox #1
• Choosing the platform that will work best for your project (Ushahidi or Crowdmap)
• Understanding and planning roles and responsibilities
• Think about information inflows and outflows
• Plan a verification process that will link directly to action
• Create a marketing plan
• Build a feedback loop
• Plan for a volunteer team
• Plan and implement training for your members and partners

Before moving into toolbox 2, here is a review of your work from the assessment toolbox….
The
database
will
auto-­‐generate
the
following:
Project
Goal/Objec/ves/an/cipated
impact
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
Reasons
for
mapping
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
Partnerships
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
Informa/on/Communica/on
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
Marke/ng
Media
Plan
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
Technology
Assessment
_______________________________________________________________________________________________________________
________________________________________________________________________________________________________________
________________________________________________________________________________________________________________
I
would
like
Let’s
move
to
make
on!
changes…

Choosing the platform that will work best for your project
• A
pla?orm
for
organizaCons
with
more
tech
experience.
• Allows
you
to
set
up
your
own
deployment
of
the
Ushahidi
• Needs
to
be
downloaded
to
your
own
server
Pla?orm
without
having
to
install
it
on
your
own
web
server
• A
good
fit
for
a
project
that
has
tech
experience
and
• Does
not
require
installaCon
developer
support.
• Fastest
and
simplest
installaCon
of
the
Ushahidi
pla?orm.
• Allows
for
customizaCon.
• Built
to
handle
informaCon
coming
out
of
a
crisis.
• You
can
own
the
data
• No
need
for
a
developer
• Fewer
plug-­‐ins
• Open
data
/
unable
to
password
protect
Check
out
the
demo…..
Learn
more
on
the
website
Which one will work best for you project?
TIPS: A technology developer (or tech savvy person) can install your Ushahidi instance and you or other team members can install
Crowdmap. There is a very comprehensive Ushahidi User guide, that will help take you every step of the way.

Understanding Roles/Responsibilities
TIPS:
Community
users
believe
that
defining
roles
and
responsibiliCes
early
in
a
Ushahidi
project
is
very
important
to
it’s
success.
Planning roles and responsibilities for your project will depend on the size of your project.
Choose the option that best fits your project:
Planning
a
country-­‐wide
project,
one
that
involves
many
partners,
or
Crisis
Mapping
à
HaiC,
Libya
LARGE
will
be
collecCng
large
amounts
of
informaCon
ElecCon
Monitoringà
Kenya/Uganda
Planning
a
small
audience
outreach
program
to
collect
and
share
with
Unsung
Peace
Heroes/Building
Bridges
medium
a
single,
specific
community
small
Short-­‐term
deployment
with
one
to
three
volunteers.
Lower
targets
I
Vote
Because
-­‐
hZp://ivotebecause.ca/
for
volume
and
outreach.
Let’s
collaborate!
STOP
HERE
and
consider
having
a
workshop
with
your
partners
and
audience
to
agree
upon
roles
and
responsibili@es
for
your
project!!!

Understanding Roles/Responsibilities (large project example)
Project
Manager
(PM)
Responsible
for
keeping
the
coordinators
up
to
date
on
the
project,
monitor
acCviCes,
and
communicate
what
needs
to
be
done
for
the
project.
Will
organize
meeCngs,
dra_
agendas
and
reports.
Admin
Coordinator
Has
direct
access
to
the
Ushahidi
pla?orm
and
is
responsible
for
overseeing
the
approval
of
reports.
Selects
a
small
team
with
access
to
this
site.
Will
be
responsible
for
idenCfying
mistakes
in
reports.
Technology
Coordinator
some example
roles from other deployments: managing
all
technical
problems.
For
example,
will
Here are O_en
a technical
advisor
who
is
responsible
for
change
categories,
basemaps,
&
sms
syncing
programs
Works
with
a
PHP
Developer
and/or
GIS
expert.
Not
all
projects
require
a
PHP
or
GIS
expert,
especially
if
you
are
using
Crowdmap.
1) To the right examples- ->
Volunteer/Training
Coordinator
He/she
will
keep
track
of
the
volunteers
and
will
coordinate
the
division
of
volunteers
(ex,
mappers,
monitors
and
admins).
Requires
three
different
tasks:
recruiCng,
training
and
coordinaCng.
Media/Outreach
Coordinator
Responsible
for
the
pla?orm
messaging
to
the
crowd/community
and
media
and
manages
relaConships
with
journalists
and
general
media
in
general.
You
may
have
two
people
on
this
team
one
for
the
community/crowd
and
another
for
the
media/journalists.
Works
closely
with
the
PM
on
the
media/outreach
strategy.
Emergency
Response
Coordinator
For
Crisis
related
Projects:
Responsible
with
a
team
to
constantly
monitor
and
process
reports
to
idenCfy
emergencies
and
to
provide
informaCon
to
responders.
Communicates
closely
with
the
project
manager
or
core
team.
This
is
not
a
complete
list!
Consider
having
a
workshop
with
your
partners
and
audience
to
agree
upon
roles
and
responsibili@es
for
your
project!!!
Leadership Roles in Election
icon
Example TOR’s
Lessons Learned Monitoring
Roles in Crisis

Planning Roles and Responsibilities
Role
(drop
down
box+
write
in)
Partners
(drop
down
box+
write
in)
Responsibility
(write
in)
Tasks
or
Specidic
act
(write
in)-­‐
Community users from other deployments recommend a leadership team.
Who will be part of your leadership team?
icon
Learn more… Job TOR’s Partner Agreements
(MOU, etc.)
TOR
job description

Planning Roles and Responsibilities
Crises and Emergencies
When
responding
to
a
crisis,
you
will
likely
need
to
plan,
recruit
volunteers,
and
build
partnerships
at
the
same
@me.
We
recommend
the
following
resources:
-­‐
The
StandbyTaskForce-­‐
hZp://blog.standbytaskforce.com/
-­‐
The
CrisisMappers
Network
www.crisismappers.net/
-­‐
The
Ushahidi
Manual
-­‐
wiki.ushahidi.com

Planning Information & Communication Flows
One
of
the
most
appealing
reasons
to
use
Ushahidi/Crowdmap
is
the
potenCal
to
improve
communicaCon
and
informaCon
flow
between
groups
&
to
improve
knowledge
among
communiCes
and
to
help
people
make
decisions.
The
next
few
slides
will
help
you
create
the
informaCon
flows
using
Ushahidi/Crowdmap,
but
first
think
about
how
you
will
analyze
and
feedback
informaCon:
1) How
will
you
analyze
your
informaCon?
Examples
2) How
will
you
feedback
informaCon?

Planning Information & Communication Flows
Examples of the parts and groups that will help make up your information system
The ‘crowd” or public community
People who will freely send in information from an open community who are unknown to the program . For
example; affected people during a crisis, citizens during an election. (need more examples here!)
A trusted or bounded community Individuals or Groups that are part of the community and
also part of known set of reporters to the platform. For example: NGO workers reporting to a UN system,
election monitors reporting into the system. Pre-identified trusted community members sending in human
rights information, and even known first responders during a disaster.
Partners
who
Other organizations/partners- Organization that are partners involved in the program. This
will
send
&
can be the organization that represents a bounded community (ex. Election monitoring group, UN Cluster,
receive
consortium) They can also be organization that wish to received analyzed information as well. ( Media/
informa@on
Journalists)
Ushahidi
or
Ushahidi/Crowdmap Platform- This is where information from the group above will come into
Crowdmap
and will also be the location where analyzed or processed information may come from. Within this platform
Pla?orm
there may be more people involved to process/analyze and present information back to the wider
community. Remember that on major part of the platform is internet and web-based!

Planning Information & Communication Flows
Determining information flows in the Usahahidi instance
Feedback loops and return of information Incoming Information
Partners
who
Other
groups
such
as
will
send
interna@onal
media
informa@on
Ushahidi
Map/
Website
Ushahidi/Crowdmap
categories
Pla?orm
layers
reports
staCsCcs
Your EXAMPLES
thoughts?
UNDP/OCHA COLOMBIA
HAITI CRISIS MAP
LIBYA CRISIS MAP

Planning Information & Communication Flows
Create the information flow and system that will best fit your project
(is it possible to do a drag/drop function here? Where they would drag a group/partner into a circle? )
Drag your partners/group into the shapes- (auto-generated from assessment)
Add more partners….
Drag the arrows to show where the information will enter

Information / Communication
Here
is
a
recap
of
your
informaCon
communicaCon
strategy
from
the
assessment
toolbox
make
Let’s
move
changes
on!
List the specific types of information that you will collect for your project:
How do you plan to collect information the information you wish to map on the Ushahidi platform?

SMS

Email

Face
to
Face

Web

Call
Center

Radio

TwiNer

Voice
Message

Other________________

Smart
phone
apps

Facebook

Other________________

Information & Categories
Before creating / choosing categories, first understand how you will use the information
EXAMPLE: You are quickly setting up a crisis map. Your goal is to identify the location of refugee camps to share who/
what/where maps and share information about hospitals/ and clinics at UN Cluster meetings so organizations can plan
shelter and health services.
1
The information for the UN meeting will be maps with refugee locations and functioning hospital locations
2
Categories you can create are “Camp Locations” and “Hospitals (functioning)”
3
Now think about how this information will feasibly be collected. a) crowd information b) NGO individuals
reporting into the system.
3
2
1
Informa/on
How
will
it
be
CATEGORY
Informa/on
How
will
it
be
collected?
communicated
out?
(drop
down
or
write
in..)
(drop
down
or
write
in..)
XXX
camp
sms,
phone
Camp
LocaCons
Refugee
camp
locaCons
in
X
region
UN
cluster
map,
SMS
alert,
Hospital
(funcConing)
XXXX
hospital
sms,
phone
FuncConing
hospitals
in
Y
region
UN
Health
map,
Cluster
meeCng
How
will
this
informa/on
be
How
will
this
informa/on
categorized?
be
communicated
out?

Adding Information & Feedback Loops
Add information types to the diagram that you just created
Schema@c
diagram
from
Slide
11
inserted
here.
(is it possible to do a drag/drop function here? Where they would drag a group/partner into a circle? )
Drag your information types next to the red and green arrows above (auto-generated from
assessment)
Informa/on
IN
(drop
down)
Informa/on
OUT
(drop
down?)
.
Auto
inserted
from
slide
13
Auto
inserted
from
slide
13
As
above
As
above
Have
you
completed
the
feedback
loop?
More
/ps…..

Action & Response

Verifying Information
One of the challenges of using a crowdsourcing tool is verification. When information enters the Ushahidi/
Crowdmap platforms you or your team will need to verify and confirm reports.
Here are some ways that deployments have verified information:
• You have the information from multiple reliable sources
• You have two or more text messages from different phone numbers about the same incident.
• Someone on your team has spoken with the person on the ground to get more detailed information about the report.
• On of the providers of information is a partner or part of your “trusted network”
What
will
be
the
rules
to
verify
a
report?
(enter
text
here)
If
you
have
large
numbers
of
reports
coming
in
all
at
once,
how
will
you
prioriCze
which
ones
to
verify
quickly?
How
will
you
train
your
teams
on
how
to
verify?
(enter
text
here)
TIPS: If there is any doubt about a report, a good first step would be to mark the report as unverified, until you
have the opportunity to investigate further.
The Guide to What is a Twitter Example
icon
verification trusted network? challenges verifications

Choosing the Right Map
When
using
Ushahidi
or
Crowdmap
your
verified
reports
will
be
placed
on
a
map.
You
will
need
to
choose
a
map
that
best
fits
the
needs
of
your
project.
Consideration #1: What is the scope or size of your project. Do you plan to collect
information for an entire country, a city, or just a community?
Consideration #2: Is there a map that exists of the areas that you are interested in?
Some maps services may not have the area mapped. You should always check. If it
does not exist? What are the next steps? What are your options?
Ushahidi has 4 available providers, if you have a developer you can have them add another map to better fit your needs.
The only customizable map is OpenStreetMap (OSM) Check out the following map providers here:
I
can’t
find
a
map
for
my
project
…..
Visual
Earth
TIPS: How large is the area that you will place information on the map? (country, region, city, community)?

Messaging / Campaign
How will people find out about your initiative?
If your project involved receiving messages from the “crowd” or the open community, it is very important that you have a
clear message and strategy about what type of information you would like people to send in, and for what purpose you
will be using the information.
Here
are
some
things
to
think
about:
HOW
DO
PEOPLE
ALREADY
BROADCAST
INFORMATION
TO
ONE
ANOTHER?
Think
about
the
ways
that
people
communicate
with
one
another
about
informaCon.
If
the
community
that
you
want
to
send
in
message
watches
television,
reads
the
newspaper,
or
listen
to
the
radio,
this
may
be
a
very
effecCve
way
to
inform
people
of
your
project
and
why
you
want
them
to
send
you
informaCon.
KEEP
IT
SIMPLE
Don’t
forget
about
face
to
face
communicaCons!
Think
about
how
people
can
spread
the
word
in
local
meeCngs,
through
community
leaders,
and
other
basic
communicaCon
pathways.
TRUST
If
you
are
asking
people
to
provide
sensiCve
informaCon
how
can
you
create
trust
so
that
they
will
feel
safe
and
comfortable
to
provide
informaCon?
Who
will
help
you
achieve
this?
(community
leaders,
etc)
and
how
long
will
it
take?
TIMELINE
Think
carefully
about
the
Cme
it
will
take
to
launch
your
campaign.
If
you
are
planning
on
using
different
media
plan
for
Cme
to
contact
radio
staCons,
money
for
prinCng
fliers,
and
more
Cme
to
build
relaConships
and
trust
with
community
leaders
who
may
promote
your
project.
SMS
USE
The
presence
of
mobile
networks
does
not
always
mean
that
people
will
easily
and
freely
SMS
text.
If
you
expect
most
of
your
informaCon
to
come
by
SMS
,
invesCgate
whether
or
not
people
are
literate,
feel
comfortable
texCng,
etc.
COST
Although
using
more
media
channels
increase
your
campaign,
it
will
likely
also
increase
the
cost
of
your
project.
One
inexpensive
and
very
effecCve
way
is
to
use
community
leaders
and
community
organizaCons
but
this
requires
Cme
and
trust-­‐
which
you
may
not
always
have
especially
during
an
emergency
or
crisis.
TIPS:
Many
users
believe
in
the
importance
of
advance
outreach
via
media
coverage,
adverCsing,
workshops
&
demonstraCons.

The Message
What will you actually say?
The specific words that you use in your campaign message will not only determine the type of messages you received,
but will also influence the expectations of the users or “crowd”. Here are some examples of successes and challenges.
This
message
generated
thousand
of
messages,
but
one
of
the
challenges
was
the
large
number
of
needs.
In
addiCon
many
people
believed
that
if
they
texted
Needs
content
here
for
snowmageddon
in
their
need,
that
there
would
always
be
a
response.
Needs
Accurate
This
web
banner
was
one
of
Content
here!
many
message
that
Building
Bridges
use
to
have
people
map
peace
iniCaCves
around
the
world.
MORE
EXAMPLES

Managing the Expectations of your Partners & Audience
When using the Ushahidi/Crowdmap platform, people often expect a response
HERE
ARE
SOME
THINGS
TO
THINK
ABOUT
• If
you
decide
not
to
respond,
then
it
is
extremely
important
that
you
make
this
clear
to
your
audience
to
ensure
that
there
are
no
expectaCons
around
the
project
or
that
there
is
no
informaCon
gathering
system
that
you
cannot
or
are
not
set
up
to
meet.
• How
will
you
ensure
that
there
are
not
expectaCons
around
the
project
or
informaCon
gathering
system
that
you
cannot
or
are
not
set
up
to
meet?
• Do
you
have
a
communicaCon
plan
when
you
are
unable
to
fulfill
the
promise
of
response
that
you
messaged
out
in
the
past?
• How
will
you
return
the
informaCon
to
the
community/local
district/those
who
provided
so
that
they
can
use
it
for
decision
making
or
program
intervenCon?
HERE
ARE
SOME
EXAMPES
OF
USER
EXPERIENCES
(please
help
with
content
here!!!)
TIPS: There are different ways to manage expectations, like conducting local media campaigns, or sending automatic responses to
messages saying "thank you for message, now the message will be processed", and so on. (Anahi)

Messaging / Campaign
How will people find out about your initiative?
How will people find out about your initiative? What communication pathways will you use?
Write down some sample messages that you will you for your campaign
How will you manage expectation from communities and the crowd?
TIPS:
If
you
have
Cme,
we
recommend
that
you
touch
base
with
your
partners
and
users
to
see
how
they
will
interpret
your
message.

Volunteers / Data Handling Team
The human resources needed to run the platform

Training
To be completed soon. Please add ideas here!

THANK YOU FOR COMPLETING TOOLBOX #2!
Please save this file and add your name to the title, then return it to
support@ushahidi.com or wiki.ushahidi.com
You will receive a report from Toolbox #2 to use in your project.
In your email please send comments on how you
would like this tool improved or changed!
Thank you for being a very important part of Ushahidi’s User community!

Appendix

Local
AssociaCons
Policy
Public
Advocacy
Key
node(s)
RecommendaCons
-­‐ Trusted
by
community
-­‐ Trusted
by
the
system
Community
Individual(s)
Individual
Agency
Pla?orm
Recommenda/ons
SIHCE
SIDCE
Key
Components
CollecCve
-­‐ Fact
PlaYorm
Administrators
Report
-­‐ Request
-­‐ Informa@on
management
-­‐ DocumentaCon
-­‐ Maintain
flow
of
informa@on
from
nodes
to
-­‐
Proof
of
Support
commiNee
-­‐
technical
knowledge
to
maintain
plaWorm
infrastructure
Rapid
response
CommiZee
-­‐ validate/monitor/and
analyze
informaCon
Government
-­‐
local
organizaCons
rapidly
respond
-­‐ Governor
-­‐ Coordinate
&
collecCvely
present
informaCon
to
-­‐ Secretariats
government
-­‐ Advisors
-­‐ key
representaCve
of
organizaCons
-­‐
Monitoring
Local
Responders-­‐
police,
redes
social
Next
Agencies/Intl
Orgs-­‐
PDP,
defenseria,
NGO,
UN
Example
Return

Departamento del Cesár
United Nations Development Programme Redes
United Nations Office for the Coordination of Humanitarian Affairs
Next
Example
Return

Next
Example
Return